Linked OLE Objects

[CathyK]

I'm a newbie to Filemaker and have no clue at all how to complete the following (or a lot of things):

1. I have different Word documents and depending on the data in a field (being imported from an Excel file) will determine which Word document should appear on a record (i.e. if the field equals ART then the document concerning ART should appear on a record, if the field equals COMM then the document concerning COMM should appear on the record, etc.). The documents could change so I need to make them linked OLE objects.

2. There will be text after the linked information but what happens to the line spacing between the linked information and text if the linked information is changed (more or less lines are included). Does the line spacing between the linked information and text adjust?

All help would be appreciated (especially if you could explain all of the steps involved in detail).

Thanks

[kenneth2k1]

Hi Cathy:

I'm not clear on what you are trying to accomplish. Are you saying that text from the actual word document is shown in the field? Are you using a file plug-in? Or is the word document displayed in a container? This would be OLE.

I could give you a suggestion, but I'm not sure if it would help since I am not sure if I understand.

[CathyK]

Hi Kenneth,

I'm so new to Filemaker that I don't even really know how to work with a container (I just see it as one of the options when you are defining a field).

There are Word documents (OLE objects) that need to change and then text above and below the documents that will be in every record.

Hopefully, I can show what I'm typing to accomplish in the example below

===================================================

Wednesday, December 10, 2003

Dear John, - The "First Name" is being imported from an Excel file

Welcome to the program, etc. - This welcome part needs to be included in every record so I was just going to type it in as text.

Thank you for enrolling, etc. - This part will be the OLE object and needs to change depending on another field in the Excel file (if field = ART then the ART word document should show on the record, if field = COMM then the COMM word document should show on the record, etc.)

If you have any questions, please call, etc. - This last part needs to be included in every record so I was just going to type it in also just as text.

===================================================

Thanks for your help.

[John Caballero]

Does the document have to be a Word document? FileMaker makes it very easy for you to create form letters using information in the database.

[CathyK]

Hi John,

The documents are controlled by different users so if the user decides to make a change in their document then I want the filemaker database letter to automatically update with the change.

Thanks

[John Caballero]

Hi Cathy,

It sure seems like you're putting the cart before the horse. I don't think I understand your problem yet. What exactly do you need FileMaker to do?

[kenneth2k1]

I think I know what she is trying to do, but I'm not sure why she is doing it this way.

Cathy: I would do as john has suggested: make a letter layout for each of your word documents. Then, import the records from the Excel spreadsheet into your database. This would make your process a lot easier.

Unless, of course there is some reason why you must do it this way.

Let us know.

Ken

[CathyK]

1. I was hoping I would only need to create one layout but oh well, guess I'll create nine layouts. I work with another program (can't use it because of other problems) and was hoping filemaker would be able to do the same thing:

if field=ART then linked "ART document" else if field=COMM then linked "COMM document" else ''

2. If a linked document is changed by a user and the changes remove or add lines of text to it then does the line spacing between the linked document and text on the Filemaker layout remain. Example,

====

linked document includes only one line of text

This part is just typed on the filemaker layout

====

If the linked document gets changed and now includes two lines will the letter look like:

linked document now includes

two lines of text

This part is just typed on the filemaker layout

[color:"red"]or will the line spacing between the linked document and text remain so still look like

linked document now includes

two lines of text

This part is just typed on the filemaker layout

===================

Thanks for your help.

[kenneth2k1]

Ok, so if you're not using a container, then you must have just put the document on the layout.

1. If this is the case, and you want a calculation to display one linked object based on the value of a field, then you will neeed a calculation where the result is a container. First, make two container fields, one called "Art_Doc" and "Comm_Doc". Insert the corresponding document in each of these fields. Then make a calculation that goes like this:

If [PatternCount(Art) = "Art" , Art_Doc , Comm_Doc]

The result of this calc should be container.

Then put this container on the layout. If the object is really linked, then changes made to the document should change (can't remember if you will have to save in the embedded form).

2. Re: "If a linked document is changed by a user and the changes remove or add lines of text to it then does the line spacing between the linked document and text on the Filemaker layout remain."

If you modify the linked object, it will still retain it's proportions.

I am still going to suggest making layouts for your letters. then merge fields can be extended to accomodate extra text.

Ken

[CathyK]

I decided to create a layout per Word document so right now in a filemaker database, I have the ART document inserted as an object for one layout, COMM document inserted as an object in another layout, BIOL document inserted as an object in another layout (will be creating 6 more layouts for 6 more Word documents).

I still don't understand how to create the database so that on the ART layout only records with ART in the Excel field are retrieved, etc.

All records are showing on all layouts no matter what is in the Excel file field. Example of what I have in the Excel test file:

Name: Area:

JOHN DOE ART

JANE DOE COMM

BOB DOE ART

MARY DOE BIOL

All four of these records are showing on the ART layout, COMM layout and BIOL layout.

Sorry but filemaker really confuses me.

[kenneth2k1]

Hi Cathy:

Sorry I kinda forgot about this post.

Anyways, it might be good for you to read the help or the manual and get a better understanding of FM. I say that with all respect.

Understand that records are not specific to any layout. A layout is just to display record information. If you want a particular object to display based on a record value, you will have to set up some global container fields, insert the docs into them, and then make a calculation field.

How about if you insert the word docs into container fields and then we will go from there.

Ken